Business Administration Apprentice

• Maintain accurate and up-to-date vehicle records, ensuring all documentation relating to tax, insurance, MOTs, servicing, and repairs is correctly recorded, stored, and accessible for audit and compliance purposes
• Manage the fleet inbox, responding to queries, allocating actions, and ensuring requests are dealt with in a timely and organised manner
• Collect, input, and manage fleet data, including mileage, fuel usage, defects, and servicing schedules, ensuring data accuracy across all systems
• Support the analysis of fleet data to identify trends, highlight potential issues, and contribute to performance improvements and cost efficiencies
• Assist in the allocation of vehicles to services and departments, supporting effective fleet utilisation and ensuring vehicles are assigned in line with operational needs
• Monitor vehicle utilisation and availability, helping to identify underuse, overuse, or opportunities to optimise fleet efficiency and vehicle allocation
• Assist in the end-to-end vehicle procurement process, including supporting tender activities, liaising with suppliers, and coordinating the delivery, allocation, and onboarding of new vehicles
• Ensure all fleet activities are carried out in line with company policies and relevant legal, safety, and environmental regulations, escalating any compliance concerns where necessary
• Act as a key point of contact for drivers and internal stakeholders, responding to queries, providing guidance, and coordinating resolutions in a timely and professional manner
• Support the management of vehicle-related incidents, including assisting with investigations, gathering information, and maintaining accurate records
• Assist with the administration and processing of parking fines, penalties, and S172 notices, ensuring timely responses and accurate record keeping
• Support vehicle inductions, ensuring drivers are familiar with vehicle features, safety requirements, and company policies
• Assist in arranging and coordinating driver assessments and training, liaising with internal teams and external providers where required
• Assist in the preparation and production of regular and ad hoc reports on fleet performance, utilisation, costs, and compliance metrics
• Identify opportunities for continuous improvement and support initiatives aimed at increasing operational efficiency, reducing costs, and enhancing service delivery
• Coordinate and support the booking of vehicle maintenance, servicing, inspections, and MOTs, ensuring minimal vehicle downtime and disruption to services
• Assist in the administration, maintenance, and ongoing development of fleet management systems and tools, ensuring accurate data input and effective system use
• Record, maintain, and update fleet-related processes and procedures to ensure information remains accurate, current, and aligned with organisational and compliance requirements
• Support the end-to-end process of hiring and off-hiring vehicles, including coordinating availability, updating records, and ensuring all documentation and compliance requirements are accurately completed
• Complete, fill in, and accurately save all required fleet-related paperwork and digital records, ensuring documentation is correctly filed, easily retrievable, and compliant with organisational procedures

Key Working Relationships.

On a day-to-day basis, the apprentice will interact with:

• Fleet Management team members and managers
• Vehicle drivers and internal staff across various departments
• External suppliers, including garages, maintenance providers, and vehicle manufacturers
• Internal stakeholders involved in procurement and operations
• Mentors and training providers supporting the apprenticeship programme